How activity providers use ActivityFox to list and manage their programs, sessions, and bookings.

Provider Experience

How activity providers use ActivityFox to list and manage their programs.

Getting Started

Providers sign up through the vendor interest form at /for-providers. After approval, they access the Vendor Dashboard at /vendor using their standard ActivityFox account.

Vendor Dashboard

The vendor dashboard uses a two-panel layout:

┌──────────────────────┬───────────────────────────────┐
│  Activity Cards      │  Sessions for Selected        │
│  ┌──────────────┐    │  Activity                     │
│  │ Soccer Club  │◄───│  ┌─────────────────────────┐  │
│  └──────────────┘    │  │ Term 1 Mon/Wed 3-5pm    │  │
│  ┌──────────────┐    │  │ [Published] [Edit] [Del] │  │
│  │ Art Workshop │    │  └─────────────────────────┘  │
│  └──────────────┘    │  ┌─────────────────────────┐  │
│  [+ New Activity]    │  │ Saturday Morning         │  │
│                      │  │ [Draft] [Publish] [Edit] │  │
│                      │  └─────────────────────────┘  │
│                      │  [+ New Session]              │
└──────────────────────┴───────────────────────────────┘

Left panel: All activities the provider has created. Click one to see its sessions.

Right panel: Sessions for the selected activity with status badges and action buttons.

Activity Management

An activity is the program a provider offers (e.g., "After School Soccer", "Weekend Art Workshop").

Creating an Activity

Field	Required	Description
Title	Yes	Program name
Category	Yes	One of the 10 standard categories
Description	No	Program overview
Age Range	No	Minimum and maximum participant age
Location	No	Address with map pin
Images	No	Program photos

Activities start in draft status. They become visible to parents only when at least one session is published.

Editing and Deleting

Editing an activity updates all associated published sessions. Deleting an activity removes all sessions, listings, calendar entries, and search index entries.

Session Management

A session is a specific scheduled offering of an activity (e.g., "Term 1 Mon/Wed 3-5pm", "Saturday Morning Group").

Creating a Session

Field	Required	Description
Label	Yes	Descriptive name (e.g., "Term 1 Mon/Wed")
Days of Week	Yes	Which days the session runs (MO, TU, WE, etc.)
Start/End Date	Yes	Term date range
Start/End Time	Yes	Session time slot
Total Seats	Yes	Maximum capacity
Price	Yes	Session price (entered in dollars, stored in cents)

Sessions start in draft status.

Publish Flow

Publishing a draft session triggers three actions simultaneously:

%%{init: {'theme': 'neutral'}}%%
sequenceDiagram
    participant Vendor
    participant Platform as ActivityFox
    participant Listing as Sharetribe<br/>Marketplace
    participant Calendar as CalDAV<br/>Calendar
    participant Search as Meilisearch<br/>Index

    Vendor->>Platform: Click "Publish"
    Platform->>Listing: Create bookable listing<br/>(stock, price, category)
    Platform->>Calendar: Create recurring calendar events<br/>(matching session schedule)
    Platform->>Search: Index for discovery<br/>(searchable by parents)
    Platform-->>Vendor: Session now live

After publishing:

Parents can find the session via search
Parents can book and pay for the session
The session appears on the provider's calendar
Available seats are tracked automatically

Booking Lifecycle

%%{init: {'theme': 'neutral'}}%%
sequenceDiagram
    participant Parent
    participant Platform as ActivityFox
    participant Provider

    Parent->>Platform: Book session for child
    Platform->>Platform: Process payment
    Platform->>Provider: Booking notification
    Provider-->>Platform: Accept (or auto-accept)
    Platform->>Parent: Booking confirmed
    Platform->>Platform: Update seat availability
    Platform->>Platform: Add to child's calendar

When a booking is made:

Payment is processed through Sharetribe
Available seats decrease automatically
The session is added to the child's personal calendar
Both parent and provider receive confirmation

Session Lifecycle

Status	Meaning
Draft	Created but not yet visible to parents
Published	Live — searchable, bookable, on calendar
Cancelled	Removed from search and bookings
Completed	Past end date — archived

Provider Experience

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